Job Description
ADMINISTRATIVE ASSISTANT, CLASSIFIED PERSONNEL SERVICES
SUMMARY: Performs a wide variety of complex clerical, secretarial, and administrative support functions for the Classified Personnel Services Department of the Personnel Commission and staff; provides clerical services related to budget, payroll, files, and records; maintains confidential records and reports; and performs all other related duties.
ACTIVITIES:
85% ADMINISTRATIVE AND SECRETARIAL SUPPORT
Takes and transcribes dictation from rough drafts and shorthand notes; attends and takes and transcribes minutes from Personnel Commission meetings; composes, types, and proofreads a wide variety of letters, memos, reports and other documents; orders, receives, initiates, and maintains a wide variety of files and other data related to Personnel Commission; has access to information relating to the Office's employer-employee relations; processes personnel data; gathers materials for Commission agenda and special reports; compiles data for special projects; schedules appointments, meetings, travel, and conferences; receives and screens calls and visitors; responds to inquiries or refers them to appropriate staff; frequently meets with internal staff to share information and data; maintains routine flow of paperwork; orders supplies; and prioritizes work assignments based upon the needs of the department.
10% BUDGET
Processes budget and payroll data; and monitors monthly expenditures.
5% RELATED ACTIVITIES
Corrects skills tests and written examinations; and performs all other related duties.
DECISION-MAKING AND PROBLEM-SOLVING: Directs complaints to proper resource; within established guidelines, and alerts appropriate staff when funds in a particular account are being expended more rapidly than planned. Regularly plans own time, schedules activities and procedures; requires some exercise of judgement and discretion in interpreting and adapting guidelines to specific problems; situations are somewhat complex and somewhat varied; and makes work/functional unit decisions that frequently have major impact on program/department.
REQUIRED MINIMUM SKILLS AND ABILITIES: Ability to organize office procedures and activities; ability to type 60 words per minute; ability to take dictation at 90 words per minute; ability to interpret policies, rules and regulations; ability to organize and perform work independently; skill in operating a variety of office machines including word processing equipment. Ability to communicate with precision in grammar, spelling, punctuation, document construction, and editorial enhancement; skill in routine data collection, budget monitoring, and report preparation; ability to evaluate program, system, or procedure design and suggest changes; ability to direct and train others of comparable skill; and skill in working effectively with others in a wide variety of situations.
REQUIRED MINIMUM TRAINING, EDUCATION, AND LICENSING: Completion of the twelfth grade, plus certification of completion from a secretarial program; or an associate degree from an accredited college with major course work in secretarial science, business communications, or a related field; and a valid California driver's license.
REQUIRED MINIMUM PRIOR WORK EXPERIENCE: Two years of job-related experience with demonstrated competence.
REQUIRED INTERACTION (NON-AUTHORITY): Contacts are somewhat unstructured, and are primarily with fellow employees in work unit and with other employees at a similar level outside the work unit, such as applicants, school district personnel, and staff from other county offices and agencies; contacts are to solve routine problems, seek data, and gain cooperation.
Revised: August 9, 1988, January 22, 1998 (Department Name Change), July 5, 2000
Personnel Commission Approval:
Board of Education Approval: December 7, 1988